Exporting Renter Data

Exporting Renter Data

When you need renter data outside TrailerBase — a marketing list, an accountant's spreadsheet, a migration, a tax filing — the Export action on the Renters page is your starting point. It delivers a clean CSV with the fields most commonly needed, scoped to whatever filter or selection you have active.

How to export

1. Open the Renters page from the left nav.
2. Optionally apply filters, tags, or a search to narrow the list.
3. Click Export in the top right.
4. Pick All renters or Current filtered view.
5. Confirm and the download starts. For large accounts, the export is emailed as a link once it has been generated — usually within a minute or two.

Columns included

The default CSV ships with these columns, in this order:

• Name — full name (first + last)
• Email
• Phone
• Address — single-line concatenation (street, city, state, zip)
• Date of birth — ISO format
• Company name — blank for non-commercial renters
• Last rental date — most recent completed or active reservation
• Total rentals — lifetime count
• Total spent — lifetime sum in your workspace's default currency
• Outstanding balance — open invoices summed
• Trust score — numeric 0–100
• Tags — semicolon-separated
• Status — Active or Deactivated
• Created — ISO timestamp of the renter record creation
• Last updated — ISO timestamp of most recent change

If you have added custom fields to the renter schema, those are appended to the right side of the CSV.

Export scope

• All renters — every record, active and deactivated.
• Current filtered view — respects every filter chip (tags, search, status, tag exclusions) and any date-range filter applied to the list.

Tip: for a cohort analysis, build the filter first and verify the row count at the bottom of the page matches what you expect before exporting.

Privacy-sensitive fields

Driver's license images and numbers are never included in the default export. If your role has permission and you specifically need them, toggle Include sensitive fields on the export dialog — this is logged in the audit trail with your name and the timestamp.

Common use cases

• Marketing — export VIPs or Repeat tag to send a newsletter campaign.
• Accounting — export with outstanding balance to reconcile AR.
• Migrations — moving to a partner platform, or ingesting into a data warehouse.
• Insurance audit — export with trust score and completeness for underwriting questions.

File format details

• UTF-8 encoded
• Comma-separated, with fields quoted where they contain commas
• One row per renter
• Dates in ISO-8601 (YYYY-MM-DD or full timestamp where relevant)
• Currency values as plain numbers without symbols

This matches what Google Sheets, Excel, and most data tools expect — you can open it with no conversion steps.

Scheduled exports

If you need this data regularly, skip the manual export and set up a scheduled export in Settings > Integrations. You can send a daily or weekly CSV to an email address, S3 bucket, or SFTP destination.

Exports give you the freedom to use your data however you need, outside the walls of TrailerBase.